Meeting Setup & Scheduling Guide

Complete guide for creating and managing chapter meetings

Venue Setup

Add and configure venues
Creating Meetings

Manual meeting creation
Bulk Generation

Automated meeting creation
Meeting Management

Edit and manage meetings

Venue Setup

Configure meeting venues with precise location details and geo-coordinates

Adding New Venues

  1. Navigate to Venues

    Go to Chapter → Venues from your admin dashboard

    What you'll see: In the left sidebar under "Chapter," click "Venues" (building icon 🏢). You'll see a table listing all existing venues with columns for name, address, capacity, and actions.
  2. Click "Add Venue"

    Start creating a new venue entry

    Add venue button: A green button with a plus icon (+) labeled "Add Venue" in the top-right corner. Clicking opens a comprehensive venue creation form.
  3. Enter Venue Details
    • Venue Name (Required - marked with red asterisk *)
    • Complete Address
    • Contact Information
    • Capacity and Facilities
    Form layout: The form is organized in sections with clear labels. Required fields show red asterisks. The address field has auto-complete suggestions as you type.
  4. Set Location Coordinates

    Use the map picker to set precise GPS coordinates for geo-fencing

    Map interface: An interactive Google Maps widget appears below the address field. Drag the red pin to the exact venue location. The coordinates (latitude/longitude) update automatically and display below the map.
  5. Configure Geo-Fence Radius

    Set the radius (typically 100-200 meters) for attendance marking

    Radius setting: A slider control labeled "Geo-fence Radius" with values from 50m to 500m. A semi-transparent circle on the map shows the coverage area as you adjust the slider.
Venue Tips
  • Accurate GPS coordinates are crucial for mobile attendance
  • Test geo-fencing radius with actual devices
  • Include parking and accessibility information
  • Add venue photos for member reference
  • Keep contact details updated
Map-Based Location Picker

ChapterSphere includes an interactive map for precise venue location setting. This ensures accurate geo-fencing for mobile attendance marking.

Creating Individual Meetings

Manual Meeting Creation
  1. Access Meetings

    Navigate to Chapter → Meetings

    Meetings page: Shows a calendar view or table listing of all meetings with dates, venues, and status indicators (Scheduled, Completed, Cancelled).
  2. Click "Add Meeting"

    Start creating a new meeting

    Add button: Green "Add Meeting" button opens a form with venue selection, date/time pickers, and meeting configuration options.
  3. Select Venue

    Choose from your configured venues

    Venue dropdown: Shows all configured venues with names and addresses. Selecting a venue auto-fills location details.
  4. Set Date & Time

    Use date/time picker for scheduling

    Date/time controls: Interactive calendar popup for date selection and time picker with hour/minute dropdowns. Shows day of the week automatically.
  5. Configure Charges

    Set per-person venue charge amount

    Charge field: Numeric input for per-person amount with currency symbol. Shows calculation preview based on expected attendance.
  6. Add Meeting Details

    Agenda, special notes, guest speakers

    Details section: Text areas for agenda and notes, plus checkboxes for special meeting types (training, social, etc.).
  7. Save Meeting

    Meeting is created and ready for attendance

    Save confirmation: Green "Save Meeting" button creates the meeting and shows success message with meeting details summary.
Meeting Configuration Options
Setting Options Default
Attendance Status Not Updated, Present, Absent, Late, Excused Not Updated
Venue Charges Custom amount per person Chapter default
Meeting Type Regular, Special, Training Regular
Visitor Allowed Yes/No Yes
Late Cutoff Minutes after start time 15 minutes
Important Notes
  • Default attendance status is "Not Updated" rather than "Absent"
  • Venue charges are automatically generated based on attendance
  • Excused members are excluded from venue charge calculations
  • Meeting times should account for your chapter's timezone

Automated Meeting Generation

Bulk Meeting Creation
  1. Click "Generate Meetings"

    Use the bulk generation feature

  2. Select Date Range

    Choose start and end dates for generation

  3. Set Recurrence Pattern

    Weekly, bi-weekly, or monthly meetings

  4. Choose Default Venue

    Select primary meeting location

  5. Set Default Charges

    Standard per-person amount

  6. Configure Time Slots

    Meeting start and end times

  7. Generate & Review

    System creates meetings for review

Recurrence Options
Weekly

Same day every week (e.g., every Thursday)

Bi-Weekly

Every two weeks on specified day

Monthly

Same date each month or specific week/day

Benefits of Bulk Generation
  • Saves time for regular meeting schedules
  • Ensures consistent meeting timing
  • Allows advance planning and member notification
  • Individual meetings can still be edited after generation

Meeting Management

Editing Meetings
  • Change Venue: Update location if needed
  • Modify Date/Time: Reschedule meetings
  • Update Charges: Adjust per-person amounts
  • Add Special Notes: Guest speakers, special agenda
  • Cancel Meetings: Mark as cancelled with reason
Bulk Operations
  • Bulk Delete: Remove multiple meetings at once
  • Bulk Venue Change: Update venue for multiple meetings
  • Bulk Charge Update: Modify charges across meetings
  • Export Meetings: Download meeting schedules
  • Import Meetings: Upload meeting data via Excel
Meeting Status Tracking
Scheduled

Meeting is planned and upcoming

In Progress

Meeting is currently happening

Completed

Meeting finished, attendance marked

Cancelled

Meeting was cancelled

Continue Your Journey
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